Introduction to Business Communication
In this program, you will delve into the fundamental aspects of business communication such as the communication process, types of business letters, importance of letter writing, quality of tone and structures, main parts of letters, and more. Explore the definitions of language and communication, various types of languages, the complexity of human communication, and the purposes it serves in organizational settings. Gain insights through examples and cases to enhance your understanding of effective business letter writing.
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Presentation Transcript
Business Letter Program Week 1 Subjects An introduction to business 2 Communication Process 3 Examples / Cases 4 An overview on business letters 5 Selective related concepts 6 Importance of letter writing 7 Types of business letters 8 Functions of business letters 9 Quality of the tone of the letter 10 Examples / Cases 11 Quality of structures 12 Examples / Cases 13 Main Parts of the letters . 14 15 Examples / Cases Review of applications
(Section 1) The Definitions of language and Communication Before we are studying a communication concept, we should understand the meaning of language because it has been main means in accomplish relationships between people, companies, organizations, governments... What is a language? A systematic form of communication that composed of a set of sounds and symbols shared by people, and defined as the system of human expression by means of words in speech or writing. Although no one can place on exact date on when humans first began to use spoken language. The langouste MICHAEL CORBAIZIS says that unlike animals, humans use language not just to signal emotional states or territorial claims but also to shape each other's' mind. The languages scientists classified language into more of than one classification ,Some of them divided the languages into three types as following:- Sign language: the hand gestures can indicate thoughts and feelings as well. People who have impaired hearing or speech as well as their friends, Families and co workers, use this language. Pidgin language: - A language that uses words or phrases from than one language for allowing people to communicate without learning one another language. Written language: It is probably emerged around 7000 years ago. Although no one know for sure. Other scientists classified languages into two main types, as following:- A Verbal language, which it refers to use words either written or spoken. B Nonverbal language (body language) which it refers to hand gestures, facial expression, eye contact, physical touch, this means have a capacity to convey meaning. .
What is communication mean? The communication term comes from the Latin language, which indicates to impart or share. Communication is the social process in which two or more parties exchange information and share meaning. Alternatively, the act of conveying message from one person or group to another person or group. Or the process of sending and receiving messages through spoken or written words, and sometimes through nonverbal means as facial expressions, gestures, and voice qualities. Human communication is incredibly complex .we share everything such as ; Ideas , hopes , dreams, joys , anger and fear by talking singing .dancing , painting ,Writing , smiling ,crying and ..Etc. We communicate with words, both spoken and written. In addition, we communicate nonverbally through facial expressions, posture, gestures and the like. What are the purposes of communication? We can determine the purpose of communication as following:- Achieve coordination between the actions of the parts of an organization. Give members positive sense about purpose by provide them important information related to organization goals. Give employees results about jobs and duties. Comprehensive communications needed to define problems and support decisions making. Make control process and evaluate results easier.
(Section 4) Written communication Writing is more difficult than speaking because we have to get our message correct the first time and we do not have the advantage of immediate feedback besides nonverbal clues such as facial expressions to help us achieve our objective. In most firms, typing written communication includes the following:- Email: It is a message transmitted electronically over a computer network. Web site: It comprises one or more pages of related information that is posted on the World Wide Web (www) and is accessed via the internet. The main page of a website is called its [home page]. Memorandum: It is a written message sent to someone or working in the same organization. Letter: It is a written message sent to someone outside the organization. Report: it is an orderly and objective presentation of information that assists in decision-making and problem solving . For example, the common business reports include policies and procedures, status report, financial report personnel evaluation report . Miscellaneous: This types include several of written communication include contracts, sales literature, newsletters and bulletin board notices. Writing is crucial to the modern organization because it serves as the major source of documentation. In order to written message achieve their goals, it must be read . The skill of efficient reading that becoming more important in today for some reason such as: Technological society. The abundance of widespread computing and word processing capabilities.
-Business letter: A letter can be defined as a written message sent to somebody by post. While business letter consider a primary means to exchange goods and services freely through the world between various companies. A business companies has been depended on writing letters as major means of communication to perform their transactions. The business transactions under taken by the several of firms whether they are state owned or privately owned are conducted by means of letters. If both writer and typist keep in mind the following point's aid to a good letter:- Stationery should be of high quality paper. Typing should be accurate The language of the letter should be clear, Concise and grammatically correct. The writer always keeping in mind the reader's reaction. It has often been said that an attractive letter should look like asymmetrically framed picture with even margins working as a frame for the typed line that are balanced under the letter head. Planning a head before starting to type is the real key to letter symmetry.
Importance and Function of Letter writing: We can determine the importance of letters writing as following:- It is preferable and desirable more than oral communication because it leaves a record for future reference .In other words it considers as documentations It is aids to complete most company's functions because firms write letters to customers, suppliers, agencies, employees, government offices .Banks and many other establishments to make enquiries to selling goods and collecting payments. Foreign trade depends on letter writing to accomplish import and export transactions in every trading. Organization that deal with large-scale importation of consumer goods and capital goods have constituted specialized department to contact suppliers and follow up the import procedures. Export activates also are achieved mainly by means of letters starting from writing offer until the goods are dispatched and received by the importer. We can determine the functions of business letters as following: To give information to the reader because the achievement of firms objectives depended on the quality and quantity of information which supplied for them. To get information from consumers involve their opinions' about productions and services which provided by their companies. In other word business, letters used as feedback channel and attempt to construct a nice image about it. To build good will that refers to a feeling of confidence in accompany that makes a customer trade with it rather than with another.
The main parts of business letter As we mentioned in previous parts, in order to obtain accurate letter it is demand some requirements although which system we take in our writing, such as :- We should Look pleasing typed letter The reader must receive a letter that produces a good feeling toward firms. Choose suitable margins to prevent the letter looking. paragraphing the sentences written in the message Write a good idea related with the things must say and to make sure that they are in the right order. It should not be longer than is necessary and it should not be so short as to omit important facts. Finally, the layout of business letter consists of three divisions' are- A-The main part of business letters. B-The auxiliary of business letters. C-The general Layout. - What is the main part of Business Letter? The main Parts of business Letters Consist of:- The Letterhead: It is include the company name, address, phone number, telex and fax. The heading will tell us who the firms is and often what it makes or sells . It designed by professionals and printed on good quality paper and it is typed at the top right side of the paper above the data. The data: - it consists month, day and year such as 6 Sept 2016 or 6.9.2016. It is better to write the date in words to avoid confusion and it is more common.
The inside address: it consist of the name and address of the person or the company to whom the letter is being written. The inside address always begins on the fifth line below the date line at the left margin .it should be arranged at least three as following:- The modern store company Rushed street Baghdad Iraq So when writing to a person use either a courtesy title (Miss, Mrs. and Mr.) such as: Mr. .Ali Ahmad The Aphidian Bank Mansur Branch Baghdad Iraq In addition, use a profession title (Dr. or Prof) with the name such as: Prof .Khalid Sami Department of management University of Baghdad Baghdad- Iraq Dr. Hikmat Mohomed Medical City Fourth Floor Baghdad- Iraq If two or more persons are addressed use "Messrs.'" such as; Messrs. Halton Brother Co. Saddon Street Baghdad- Iraq As well when the head of department is known address the letter to him by his official title such as:- The Sales Manager The Iraqi Engineering Co The Arab Street Basra-Iraq
The salutation: It refers to greetings with which the letter begins .It is typed at the left margin under the last line of the inside address. A letter which addressed to company use (Gentlemen) or (Dear sirs) as a salutation while a letter addressed to a person use the form of salutation that best reflects such as : Dear Ahmad Dear Mr. Ahmad Dear Sir Dear Sirs The salutation often followed by a comma or colon. The body: - The body is the most important part of the letter .it must be clear, concise, logical and separately paragraphed, because it conveys the information to the addressee. The body begins two spaces below the salutation. It should be arranged in paragraphs and the paragraphs should blocked or indent according to the style of display chosen. At least the message arranges in two paragraphs and use single spacing with one blank line between paragraphs. In general, the writer when start writing letters you may find the three paragraphs. The first is an acknowledgment and introduction. The second transmits information and the last paragraph suggests future action. Finally, if the letter is very short use double space for all parts of letter, but when the letter is too long to pit in one page continue the message on a second sheet paper of the same quality as the letterhead sheets.
The compliment closing: it refers to the friendly ending of the letter. It typed a double space below the last line of the body, halfway to the right or directly in line with the date. In the below some common complimentary closing expressions. Cordially yours. Sincerely yours. Yours very truly. Yours truly. Yours faithfully. The complimentary closing is typed two lines below the last line of the message in all letters and only the first word of the complimentary close is capitalized. At last, if you begin your letter with the name of a person [Dear Mr. Sami or Dear Ali], the complimentary closing is yours sincerely or sincerely. So, if you begin your letter without the name of a person [Dear sir or Dear madam] the end it yours faithfully. The common forms used in business letters are:- Yours faithfully. Yours truly. Yours sincerely.
The signature: The signature must contain the senders name and it may include his business title, department and the company name. The signature typed four spaces underneath the complimentary closing and the pen written signature appears between the complimentary closing and the typed signature. The following cases illustrate the different forms of signature: If you writing a personal business letter or you correspondent for a very small company it is suitable for you to use only your name in the signature position. Your name should be both typed and signed. Such as : Sincerely yours (signature ) Sammer Jassm If you having a business little in any organization , you may need to add an identification to your name such as: Sincerely yours, (Signature) Sammer jassm Sales Manager If you writing a represent of accompany the name of the firm should be typed in a capital letter on the second line below the complimentary closing. The writers name and title or the name of the department written on the fourth line below the company name, such as: Sincerely yours Rafidine Company (Signature) Marketing Department Rafidin Company (Signature)
The figure No (4) show the pattern of the main parts. The figure No (4) Pattern of the main parts of the letter (1) Heading (2) Date (3) Inside Address (4) Salutation (5) Body (6)Complimentary (7) Signature
